This lesson will focus on:
Logging In For The First Time
The Resource Center
Navigation
The Main Dashboard
Documents Module: Documents Full Table
Finding Training Dossiers
General User Training: Documents & Training Modules
Logging in for the First Time
Logging into ZenQMS is a simple process! When invited into your company's account, you will receive an invitation email. Please click on the link to create a password. Create a new, permanent password and click submit to login.
The Resource Center
The ZenQMS Resource Center provides users access to our product updates and our application knowledge base. It is the place that you can submit tickets to our help desk if you need assistance. Users also have the opportunity to submit feedback to our teams for future improvements. To access the resource center, click on the question mark icon at the bottom left of your screen.
Knowledge Base: This section provides a quick way to navigate to the ZenQMS knowledge base to search for articles/videos pertaining to the application.
Product Updates: This section provides the latest ZenQMS news, including new features, release notes, beta signups (TBD when functioning), & API information.
Documentation: Reference information can be found here.
Submit an Idea: This section allows users to submit an improvement request or to vote on current requests through our product roadmap.
Submit a Ticket: This section allows users to submit a help desk ticket and view submitted tickets.
Community: This section provides event and quality lab information.
Navigation
All active modules are listed horizontally on the left side of any dashboard view in the application. The modules available for a user depends on the user's permissions and your company's settings.
Click on the create new option to reveal a menu that provides quick access to essential actions. You can easily create new items, check your downloads page, and view your recently accessed items.
Users can work on multiple things at once; when a new page is opened, a tab is created. Users can switch back and forth between the tabs. There is a limit of 15 tabs being opened at once.
The Main Dashboard
The Main Dashboard provides essential information for your training needs. Here, you will find your assignment status chart & signatures needed widget. As a general user, this dashboard will be your primary dashboard, serving as the starting point for all assignments and any required signatures.
The Assignment Status Chart
The assignment status chart can show one, or all, of three colors. Regardless of the module in the chart, the color code status' are the same:
Yellow (at risk, coming due, or new/incomplete): Shows assignments coming due within the end of the next month and any 'new/incomplete' assignments that are newly assigned to you to train on.
Red (past due): Shows items that you have not completed by the due date and are now "past due".
Green (compliant, completed, or not due yet): Shows items that you are currently compliant on in the training module, meaning you have completed the training or the due date is later than by the end of the next month. The green status in the documents module means that all documents you are the owner of have review dates or target approval dates that are not due yet. Once any issues, change controls, audits, or tasks are completed they will be removed from the assignment chart and will not be listed in a green status in the chart.
Signatures Requested (Needed)
This widget has all signatures that are needed from you that are not related to training.The status colors clearly indicate urgency:
Light Blue: signature is due today
Medium Blue: signature is due today as it is now 1-3 days past due
Dark Blue: signature is due today as it is now 3+ days overdue
Steps to Complete a Signature:
- Click on any color of the Signatures Needed widget. You may also click on the center of the chart.
- The table will drill down under the chart. You can review the information regarding the signature needed.
- Click the approve option to open the item and sign off.
Documents Module: Documents Full Table
The documents full table lists all documents, minus archived documents, that are in the account. This includes effective, approved, draft, waiting approval, and reviewed documents.
- Search: Searches all metadata within a document.
- Table Views: Views that can be saved for easier navigation.
- Settings: Saved table views can be shared here.
- Export: Export table views.
- Advanced Filter: Advanced filtering for document searches.
- Add/Remove Columns: Add or remove columns from the table.
Finding Training Dossiers
Click on the Training Module option on the left hand side. In the view dropdown, select Trainee: Training Records.
To view your dossier, click on the dossier hyperlink next to your name in the table.
Your dossier has three sections:
- At Risk/Non-Compliant: This section shows training items that are due soon or overdue.
- Currently Assigned Files: Here, you'll find training items that are nearing their due date, those that aren't due yet, and items that are compliant.
- Everything: This sections lists all items you have trained on within ZenQMS, no matter their status.
Issue and Change Control Modules
You may need to open an issue or change control record in the application. To do so, you will click on the 'create new' option in your sidebar. Select either issue or change control. As a note, these modules function the same way. Add a name for the record, select the category and the project due date. This is the date that the record needs to be completed by before being marked as overdue. Click 'create' when finished. The new record will open on another screen.
At the top of the record, you will find the 'Details' section along with the first stage. If necessary, you can change the project assignee in the 'Details' section by clicking the plus button. Additionally, you have the option to assign a new user to the first stage. As a note, when a record is created, the user who creates the record is automatically assigned as both the project and stage assignee.
You may also create tasks in the 'Details' section for future stages, or if the tasks are for the first stage you can create the tasks directly in that stage. Tasks are components that can be added to stages within a record, requiring the stage assignee to complete alongside their primary responsibilities. At the bottom of the stage, you will see the transition options that you can select when the stage is finished and ready to be sent off for approvals.
The project and stage due dates will be clearly outlined in their respective sections. If any due dates need to be changed, a due date extension can be requested.
All task and stage assignees will see these assignments on their assignment status chart on the main dashboard.
Completing a Task
In the assignment status chart, click on the tasks bar to drill down the table. To open the task, click on its ID.
Fill in the task response and click on 'complete task' when finished. Sign off on the task as completed. Only the task assignee needs to sign off on the task; if ad hoc approval steps are needed, you may additional septs by clicking the add another step option.
Completing a Stage
Users can access the stage that needs to be completed from their assignment chart on their main dashboard. Click in the issues or change control bar in the bar chart, so that the table will drill down. Click the key id from there to open the stage.
The stage assignee will open the record and complete the stage along with any associated tasks. Once finished, they sign off on the stage as completed and will submit the stage for approval. The approval workflow steps will open in a slider for the user to select the approvers from. Select the appropriate approvers and click launch approvals. Sign off on the stage as the stage assignee and the workflow will move on to the next user in line.